Concur Expense Report Approver

Application Training

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This module prepares you to:

• Use Concur to find and review an expense report

• Approve or reject an expense report

• Find and add a Supplemental Approver to the Concur Approver workflow for an expense report of $500 or more

Enable the Supplemental Approver requirement for expense reports less than $500

• Insert a User-Added Approver to the Concur Approver workflow for a particular expense report

• Delegate your approval authority to another TEM Approver

Learning Objectives

Your School/Center Concur Access Administrator must designate you as a Default Reviewer, Cost Object Approver, or Supplemental Approver before you can review & approve expense reports. Only those designated in these roles can be added as Additional Approvers.

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Access to the Concur Approver Role

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Concur Approver Application Tasks

There are several key system application tasks that all Concur Approvers must understand in order to fulfill their obligations as expense report Approvers; including how to:

• Access the approval queue

• Review a pending expense report

• Find and add a Supplemental Approver

• Insert a User-Added Approver into the Concur Approver workflow

• Approve or reject an expense report

• Delegate Approver authority

Best Practice - Ensure correct and efficient approval routing when choosing Supplemental and User-Added Approvers by being familiar with your School/Center Concur expense approval requirements and Approver hierarchy.

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Can Concur Approvers do more than approve and reject?

All approver roles have the same capabilities when working in Concur Expense.

• In addition to approving and rejecting and expense report, Concur Approvers can edit, at the header level, the following items:

Type of travel (e.g. domestic, international, local)

Country code (for international travel)

School/Center (based on funding source, not actual home School/Center)

Funding source

Program and CREF -- always change the Program as this defaults to ‘0000’.

• Approver changes that can be made at the line level (i.e. item level) are:

Type of travel

Country code

Comment

Funding

Attach missing receipts/documentation

• Concur Approvers can also add ‘notes to approver’, as well as view notes already

added by the Submitter or other Approvers

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Task Definition: View and open a pending expense report

Steps – Click on Link to Expense* • Enter your PennKey and Password • Go to the Approval Queue from the My

Concur screen • Review the descriptive information

displayed for the expense report Report Name Employee Report Date Amount Due Amount Requested

• Hover over the icons to see things like comments, etc.

• Click on the Report Name to open the report

* Alternately, select Approve Reports from the Expense Tab

In this task – open the link provided in the Concur email advising you that you have an expense report(s) waiting for your approval.

• Pending expense reports will be displayed in your approval queue

Concur Approvers must be set up by their School/Center Concur Access Administrator before they can approve an expense report.

Task: Access Your Approval Queue

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Click on Link To Expense to view your Approval Queue

Task: Access Your Approval Queue

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Task: Review a Pending Request

Task Definition: Review each item on the expense report both at a header level and line level.

Steps – Review the Expense Detail: • From the Summary Tab

Business Purpose and Funding (pie icon)

• From the Details Tab Report Header – Justification and Funding Review and add Comments

• Click on each line item Type of Travel, Justification, Amount

• From the Receipts Tab View each receipt

• Review any Exceptions • Change allocations, and attach receipts

Cost Allocations always default to Program “0000” and CREF “0000” and should be reviewed. Always change Program from the “0000” default value.

In this task – The Concur Approver gets an understanding of the context and detail for the expense report:

• Review each item • Hovering over icons provides more

detail • Exceptions indicate things that may

be outside of guidelines and warrant further review

From the Print Tab, click on UPenn Detailed Report to get a good overview of the expense report in its entirety. Please note, receipts do not show in this report.

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Task: Review a Pending Request

Summary Tab

Use the Details, Receipts, and Print Tabs to do your review

Expense details

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Task: Review a Pending Request

Change Allocations and/or add Receipts as needed

Open each line item and review the line details

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Task: Add/Change a Supplemental Approver

Task Definition: Add/change a Supplemental Approver for an expense report of $500 or more.

Steps – After completing your review: • From the Details Tab

Click [Approval Flow] Find the Approver who you are adding or

changing to Click [Approve] to forward the expense

report or [Save Workflow] to continue your review of the expense report

Note: only those designated as Supplemental

Approver, or their approval delegates, can be

added as Supplemental Approvers

In this task – A Default Reviewer or Cost Object Approver adds or changes a Supplemental Approver.

• Required for an expense report that totals $500 or more (both reimbursable and non-reimbursable expenses)

• Can optionally be required for expense reports less than $500

From the Details Tab, select Report Header and turn on the check box

for Supplemental Approver

The Supplemental Approver is sometimes defaulted by Concur. Always check the Approval Flow before approving to ensure the correct SA is indicated.

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How do you know if there is a default Supplemental Approver?

The Supplemental Approver is sometimes defaulted by Concur. If a Supplemental Approver is required, check the Approval Flow before approving to ensure the correct Supplemental Approver is indicated. The Concur default sets the Supplemental Approver to the Default Reviewer’s own Default Reviewer provided that person has been assigned the role of Supplemental Approver.

For example…

You are the Default Reviewer for a particular expense report…

• Joe, your manager, is assigned the role of Supplemental Approver

• Joe also happens to be your Default Reviewer

• All expense reports that come to you will have Joe as the Supplement Approver default

You are the Default Reviewer for a particular expense report…

• Josh, your supervisor, is your Default Reviewer

• Josh is not assigned the role of Supplemental Approver

• All expense reports that come to you will not have a Supplement Approver default

Task: Add/Change a Supplemental Approver

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Task: Add/Change a Supplemental Approver

Search for and select a Supplemental Approver, click [Approve] to forward the expense report if you are approving the

expense; otherwise click [Save Workflow] to continue your review of the expense report

Click on the Details tab and select Approval Flow to display the

approval workflow

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Task: Add/Change a Supplemental Approver

To enable the add a Supplemental Approver functionality for expense reports less than $500… click on the “Add Supplemental Approver… “ box; continue to review of the expense report and add a Supplemental Approver at the appropriate time

Click on the Details tab and select Report Header

Optional: Require a Supplemental Approver for expense reports less than $500

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Task: Add a User-Added Approver

Task Definition: Add an Approver who will review certain aspects of the expense report that may be outside your area of expertise or authority.

Steps – After completing your review: • From the Summary Tab

Click [Approve and Forward] to add as the next step in the approval flow

Find the Approver who you are adding Enter comments that will provide the

Approver with sufficient information as to why he/she has been added and what to look for, decide about, and approve or reject

• Note: only existing Concur Approvers can be added as User-added Approvers

In this task – A Concur Approver adds another approver who will review the expense report before it moves to the next Concur Approver in the regular approver flow. Reasons might include:

• Another person who has an interest in the account wants to review expense reports using that particular account

• The person who submitted the expense is in a position of authority to you and you need a higher level approver to review the request

Alternately, use the Approval Flow feature on the Details tab to insert a User-Added Approver described in Add/change a Supplemental Approver.

Best practice guidelines – at least two people must review each expense report.

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Task: Add a User-Added Approver

Click [Approve and Forward]

Search for an Approver and enter comments; click [Approve and Forward]

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Task: Approve or Reject a Report

Task Definition: Approve the expense report or return it to the employee with comments.

Steps – After completing your review: • From the Summary Tab

Click [Approve ] or [Send Back to Employee]

If you are sending the expense report back to the employee, enter comments that will provide the employee with sufficient information as to why the expense report is being returned and not approved

In this task – The Concur Approver either approves or rejects the expense report.

• If approved, it continues on through the Approver workflow

• If the expense report is rejected, the report is returned to the Submitter with the Reviewer/Approver’s comments

When a report is rejected, the Expense Report is immediately removed from the Approver workflow and returned to the Submitter.

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To approve, click [Approve ]; to reject, click [Send Back to Employee]

Task: Approve or Reject a Report

If you reject the expense report, enter Comments that advise the employee of the reason(s) for the rejection; click [OK]

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Task: Delegate Approval Authority

Task Definition: A Concur Approver may delegate his/her approval authority to any other Concur Approver.

Steps – Select Profile from the Concur tabs. • Select Expense Delegates from the Profile

menu Click [Add] and search by name for the

delegate Select the approval rights that you want to

delegate

In this task – The Concur Approver identifies the Approver Delegate and selects:

• Temporary authority

• Permanent authority

The delegating Approver must ensure that the delegate is capable, competent, and trained before delegating approval authority, as the delegating Approver is responsible for anything approved on their behalf.

In order for someone to be an Approver Delegate, their School/Center Concur Access Administrator must have designated them a Default Reviewer, Cost Object Approver, or Supplemental Approver.

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Approver Delegates are set from the Profile menu using the Profile Tab and the Expense Delegate link or, alternatively from the navigation panel

Task: Delegate Approval Authority

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Search by name for the Delegate and assign the authority you wish to delegate. • Can Approve must be checked to delegate Approval Authority • Can Approve Temporary only used when authorizing temporary authority;

requires dates for the temporary authority • Receives Approval Emails should be check to ensure delegate is aware of

pending expense reports requiring review

Task: Delegate Approval Authority

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